Factor Selection

Factor Special General Meeting

In response to the Owners Petition for a Factor Vote, the Powderhall Village Owners Association committee has arranged a Special General Meeting (SGM) for Owners to decide which Factor (Property Management Company) will manage Powderhall Village going forward. The SGM will feature presentations from each of the property management companies that have been selected as meeting the criteria established to ensure a fair comparison and selection.

Ballots for the selection of the factor going forward will be sent out to all owners before the SGM. These can be submitted at the SGM, directly to the Chair of the PVOA Committee, or by post. Instructions will be provided with the ballot.

The vote will be closed during the course of the SGM after which a preliminary vote count will be conducted. Subsequently, the votes will be checked in detail to ensure that the votes are valid and the criteria outlined in the Deeds and Conditions are met (e.g. quorum, only one vote per property).

The time and location for Special General Meeting are as follows: 

Factors for Selection

Three Factor Companies are be on the Ballot:

o   Charles White Limited (https://www.charleswhite.co.uk)

o   Myreside Management (https://myreside-management.co.uk)

o   Taylor & Martin (https://www.taylorandmartin.co.uk)

Agenda

The Agenda for the Factor Special General Meeting will be as follows:

07:00pm   Welcome to Owners
07:10pm   Presentation with Q&A (20 minutes) from Charles White Limited
07:35pm   Presentation with Q&A (20 minutes) from Myreside Management
08:00pm   Presentation with Q&A (20 minutes) from Taylor & Martin
08:30pm   Deadline for final submission of all ballots
08:31pm   Quorum checking and ballot counting by PVOA Committee Members

Final Proposals

The final proposals submitted by the candidates are as follows:

Factor Selection - Final Proposals

Current Factor

The factor appointed to manage Powderhall Village is:

Charles White Limited Citypoint 65 Haymarket Terrace Edinburgh EH12 5HD Tel: 0131 447 8191 Fax: 0131 452 8671 Contact: Sarah Wilson Tel: 0131 446 6976

Role of a Factor

As your Factors we would like to take this opportunity of explaining our role to you. Within any residential development there exist common areas that are co-owned by all proprietors in the development. These areas may include gardens, parking spaces, lifts, stairways, door entry systems and swimming pools not to mention the actual fabric of the building. Responsibility for the upkeep and maintenance of these areas lies solely with the proprietors who after all are the owners. It is obviously unrealistic however to expect individual proprietors to get involved with such tasks as gardening or stair cleaning. Therefore within the legal document known as the Deed of Conditions the appointment of a Factor to manage these common areas for and on behalf of the proprietors is stipulated as a requirement.

For new developments the Factor must be appointed prior to the completion of the development to ensure that all common areas are ready to be managed as soon as proprietors take up residence. As such the initial appointment of the Factor is done by the Developer. During the construction of a development both Factor and Developer work together combining their areas of expertise. Their primary aims are to ensure the clarity of the Deed of Conditions and that a smooth handover of the management of the development can take place. Success in both these areas allows residents to move in with the minimum of fuss.

Once a development is occupied the Deed of Conditions usually stipulates the formation of an Owners' Association to oversee all matters pertaining to the development and to act as a focused contact point for the Factor. Each year the Association usually calls an Annual General Meeting to discuss the development. At such a meeting the Factor reports on the management of the common areas including the development finances, contract renewals and also brings any recommendations for enhancements to the development.

At Charles White Ltd factoring of developments is part of our core business. Our experience and personal service ensure that the management of any development is carried out effectively and efficiently. While a factoring service is by its nature similar from development to development we seek wherever possible to individually tailor our service to the individual requirements of each unique development.

Understanding the inherent differences and making the necessary adjustments between living in a house and living in a development is key to ensuring that an attractive community living environment can be maintained. At Charles White Ltd we too endeavor to play our part in forging such an environment.

Again we welcome you to your new home and look forward to being of service to you now and in the future.

Edwin A Backler
Charles White Ltd